Job Description

Purpose Statement:

To provide administrative and financial support to the Gulf Levant Medical Team. Manage, coordinate, document and follow up on Medical Projects including Research within the Affiliate

Major Responsibilities:

• Supports in a dedicated way the Gulf Levant Medical Team with secretarial, administrative, organizational, and travelling requests. Maintains and manages calendars, including event, meeting and travel scheduling and domestic and international travel arrangements.
• Organizes meeting and events for Gulf Levant Medical Team (monthly medical LT -meetings, monthly XLT meetings, organizing internal and external meetings and take care of the operational elements (booking of rooms, minutes, monitoring progress of actions).
• Assists on documentation and files management, ensures documents are filed accurately and timely, and official documents are renewed timely.
• Provides project management support to the Gulf Levant Medical Team on key projects, including action item tracking, organization and communication of team materials (e.g. meeting minutes, Sharepoint sites, etc.).
• Assist in getting monthly information on update of org charts from Gulf Levant Medical Team, Monthly reports, Prepare and update the medical team yearly calendar, Create, handle and follow-up POs for medical projects, Create/Update MA distribution lists.
• Applies basic project management principles and techniques to the coordination and completion of assigned goals and tasks. Prioritize tasks with effective use of time.
• Compiles and provides routine standard reports on a monthly and ad hoc basis. Proactively address conflicting, incorrect, insufficient, or inappropriate information prior report publication. Assist with collection and analysis of project and process data and metrics. Apply basic project management tools for metrics collection. Participate in the development of guidelines and checklists.
• Interacts with employees, managers and Directors in support of project coordination.
• Assesses performance against plans, processes, and practices to determine effectiveness and recommend areas for process improvement to Leadership team and medical community.
• Establishes and maintains strong network within department and external clients.
• Ensures timely flow of communication and continually updates Gulf Levant Medical Team and group regarding project(s) in order to manage expectations. With some oversight, exercises appropriate judgment to efficiently progress deliverables using formal channels and informal networks, key policies, procedures, and are consistent with the organization’s culture.

Clinical Development admin and financial support:

Financial support:

• Receiving invoices from vendors, reviewing and sending them for posting.
• Creating quarterly Breakdowns (Internal and External) for clinical studies different sites.
• Following up till receiving the proof of payments/cheques.
• Creating Shopping Carts, Purchase Orders, and ACRs.
• Assisting with investigators site and vendor payments according to local finance processes .
• Ensuring financial information and documents for assigned studies and sites are entered into SAP for Clinical Operations Department.
• Tracking and following up the budget with finance department.
• Keeping the payment tracker up to date.
• Drafting agreements of different vendors and following up with Legal Team.
• Creating Annual Breakdowns for the estimated governmental payments.
• Documenting department’s expenses of all the services.

Administrative support:

• In house Support in business diner/event/travel arrangements/ investigator meetings .
• Communicating with doctors of clinical trials to support in administrative work or handling issues.
• In-house support for CRAs in filling and archiving process.
• In house support for CRAs to conduct submission packages and updating submissions status on COSMOS.
• Supporting Clinical Team with handling of essential documents including contracts .
• Ordering stationery items or any needed materials.

Qualifications:

• Bachelor’s degree required, preferably in a technical, or project management related discipline.
• Minimum 3 years of executive assistant related experience with an administrative role.
• Experience in pharmaceutical industry is preferred.
• English Arabic fluency both verbal and written .
• Advanced knowledge of Microsoft Office Suite, Outlook, Virtual meeting platforms (Microsoft teams, Zoom etc.) understanding of business processes and requirements.
• Strong planning and organization skills.
• Self-starter, able to function at a high level with general instruction, has a proactive approach
• Must be self-directed and work well in a team environment, be able to work on multiple projects concurrently and meet commitments, possess excellent oral and written communication skills.
• process-oriented, convert goals to tasks and define estimates on time and requirements to achieve goal objectives, and demonstrate initiative.
• Adaptable, deals with ambiguity, learns quickly, flexible and can change course quickly when needed.
• Professional demeanor and ability to maintain confidentiality.

Key Stakeholders:

Internal Stakeholders: Gulf Levant Medical Team, Clinical Site Management Team, Affiliate Network, Brand Teams, Region and Area colleagues, Finance, ….

External Stakeholders: Customers, travel agencies, suppliers,…